SAM #36C24526Q0622

Sole Source Service Contract for Leica Lab Slide Printer Maintenance at Baltimore VA Medical Center

This notice announces the VA's intent to award a sole source contract for lab slide printer maintenance at the Baltimore VA Medical Center. - Agency: Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5 - Vendor: Belair Instrument Company, LLC - Equipment covered: (2) Leica IPC Slide Printers, (2) Leica IPS Printers - Serial numbers specified for each printer - Service contract includes: - Annual periodic maintenance inspections - Mandatory safety and reliability modifications - All labor, materials, and hardware support - Database management and backup - Technical and clinical product support (phone, web portal, email) - Detailed service reporting compliant with 21CFR820, subpart N - Coordination with Biomedical Engineering - Services must be performed by trained, authorized personnel - Compliance required with local certification, licensing, and VA security protocols - Contract duration: 1 base year plus 4 option years (total 5 years) - Sole source justification: Only authorized service provider for Avantik/Leica equipment - OEMs highlighted: Leica (equipment), Avantik (service contract), Belair Instrument Company, LLC (vendor) - Commercial opportunity for maintenance and support of specialized laboratory equipment

Description

SUMMARY:

Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this NOTICE OF INTENT TO SOLE SOURCE a BASE YEAR PLUS 4 OPTION YEAR CONTRACT TO Belair Instrument Company, LLC for a Avantik Service Contract. For the Baltimore VA Medical Center.

All responsible sources may submit a capabilities statement and a proposal for consideration. All responses must include the following information or will not be considered.

Please respond to this intent to sole sources notice 36C24526Q0622 with your: 1. Business name (including Unique Entity ID (SAM.gov) 2. Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and 3. Person of contact (including telephone number & email address). 4. Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities. 5. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) 6. Brief Summary of categories of services that your company can/cannot provide. 7. Certification(s) / Licenses for meeting the local requirements to provide these services at the DC VAMC (if applicable) 8. Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response: a. Do you intend to self-perform this effort? b. If you are located outside the immediate area, how will you self-perform? c. Or do you intend to subcontract work under this contract? d. If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?

Also, your written proposal and certifications demonstrate competency.

This notice of intent is not a request for competitive quotations. The Government is under no obligation to consider or make an award to any respondent that submits a capability statement or proposal.

Responses received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Department of Veterans Affairs is not required to award based on any submissions received.

Respond with all information by July 8th 2026 at 08:00 AM ET. Send all responses to Bill Pratt. Billie.Pratt@va.gov

See Statement of Work Next Page.
STATEMENT OF WORK

GENERAL INFORMATION

Title of Project: Lab Slide Printer Service & Maintenance Contract

Scope of Work: The vendor shall provide support for the Cassette and Slide Printers used in the Lab at the Baltimore VA Medical Center. This is specialized equipment that must be serviced by an authorized trained service member.

Service coverage will include: Annual Periodic Maintenance Inspections (PMI), in accordance with manufacturer s specifications. All mandatory safety and reliability modifications for the equipment covered under this agreement during standard business hours. All labor, materials, hardware, database management, backup and support necessary to ensure the (2) IPC Slide Printers and (2) IPS Printers function at full capacity while in use at the facility (to include operating as intended by the manufacturer). Technical support for the covered equipment over telephone, through a web portal, and by e-mail. Clinical product support for the covered equipment over telephone, through a web portal, and by e-mail. Upon arrival to the Baltimore VA Medical Center, the Contractor must call the Biomedical Engineering representative or the general Biomedical Engineering phone line. Providing Baltimore VAMC Biomedical Engineering with a detailed service report within 2 weeks of any software/hardware update or upgrade being performed.

The vendor will supply the Baltimore VAMC Biomedical Engineering department with a copy of a detailed service report that meets the requirements of 21CFR820, subpart N, within 2 weeks of maintenance being completed. The service shall be performed between the hours of 8:00am and 5:00pm, Monday through Friday, unless mutually agreed upon by the contractor and the VA Biomedical Engineering department. The contractor shall schedule all maintenance with Biomedical Engineering and report to Biomedical Engineering in room 5B-183 upon arriving on-site at the Baltimore VAMC, before performing any maintenance.

Background: The Baltimore VA Medical Center currently utilizes (2) IPC Slide Printers and (2) IPS Printers in the Baltimore VA Medical Centers Laboratory. This equipment is considered critical equipment. This equipment shall always be maintained with care by a trained and certified personnel. A maintenance and service contract are needed to support this specialized equipment.

Leica IPC SN#: 6658 (EE556859), 6544 (EE556860) Leica IPS SN#: 6617 (EE556861), 6584 (EE556862)

Performance Period: 5 years (1 base + 4 option year) beginning at the end of current contract. 08/1/26 07/31/31.

Type of Contract: Hardware Support

Place of Performance: Baltimore VA Medical Center 10 N. Greene St. Baltimore, MD 21201

Security: The contractor must have photo ID available when performing work at a VA Medical Center and be willing to present it to VA staff. The vendor is responsible for personal protective equipment. The C&A requirements do not apply, and a Security Accreditation Package is not required.

Additional Links:VA

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